Mental health
Manage waitlists and reengagement
Waitlists usually slows down when waitlists, provider calendars, intake notes, referral sources, and client preferences do not tell the same story, or when a provider slot opens, a waitlist item ages, or a former client asks to restart care. Imagine keeps those sources in view, prepares a waitlist match, outreach draft, and referral-source update, and separates the ready work from the judgment calls. After review, the approved update goes back to the scheduling system and client thread, so availability reaches the right person without insensitive automation.
The manual reality today
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01
Waitlists can start with status hunting
waitlists, provider calendars, intake notes, referral sources, and client preferences each hold part of the answer, so the team burns time piecing together what happened before they can respond.
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02
The next waitlists touch arrives late
When a provider slot opens, a waitlist item ages, or a former client asks to restart care, the next step can sit until someone checks the right queue, thread, portal, or spreadsheet.
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03
The waitlists trail gets scattered
Approvals, notes, and updates end up in side channels, making it hard to tell what was sent, what changed, and who signed off.
How Imagine handles it
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01
Watch the waitlists sources
Imagine watches waitlists, provider calendars, intake notes, referral sources, and client preferences for new activity, stale items, and changes that affect the work.
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02
Build the waitlists packet
Messages, records, dates, and prior decisions are grouped so the next step starts with the facts already attached.
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03
Queue waitlists for review
Imagine drafts a waitlist match, outreach draft, and referral-source update using your rules, tone, and thresholds, then flags anything that needs judgment.
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04
Record the waitlists decision
After review, approved actions are recorded in the scheduling system and client thread with the context, approver, and timestamp preserved.
Works with the tools you already run
- SimplePractice
- TherapyNotes
- Jane App
- Google Calendar
- Airtable
- Outlook
What changes
The waitlists queue has fewer loose ends
Prep work and status checks run continuously, so the team sees the few items that actually need a decision.
Follow-up around waitlists stops depending on memory
Each next step follows the same rules and cadence, so customers, clients, candidates, and vendors get a reliable experience.
Questions about waitlists take less digging
Source context, approver, and destination update stay together, so the workflow is easier to audit or explain.
Frequently asked questions
How does Imagine handle waitlists?
Imagine watches waitlists, provider calendars, intake notes, referral sources, and client preferences, spots when a provider slot opens, a waitlist item ages, or a former client asks to restart care, and prepares a waitlist match, outreach draft, and referral-source update for review. Approved actions sync back to the scheduling system and client thread with the supporting context attached.
Can waitlists stay in review?
You decide what can move automatically and what needs review. Anything outside your rules is routed to the responsible person before the scheduling system and client thread is updated.
Where does Imagine update waitlists status?
This workflow can connect to systems such as SimplePractice, TherapyNotes, Jane App, Google Calendar, Airtable, Outlook. Imagine works on top of those tools instead of replacing the system of record.
What changes in waitlists?
The team stops rebuilding status by hand. They open a queue that shows what changed, what is ready, and what still needs approval so availability reaches the right person without insensitive automation.